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2018/02/13 - Regular Packet
BOARD OF MASON COUNTY COMMISSIONERS DRAFT MEETING AGENDA Commission Chambers— 9:00 a.m. 411 North Fifth Street, Shelton WA 98584 February 13, 2018 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Correspondence and Organizational Business 4.1 Correspondence 5. Open Forum for Citizen Input (5 minutes per person, 15 minutes time limit) If you wish to address the Commission, raise your hand to be recognized by the Chair. When you have been recognized, please step up to the microphone and give your name and address before your comments.The Mason County Commission is committed to maintaining a meeting atmosphere of mutual respect and speakers are encouraged to honor this principle. 6. Adoption of Agenda Items appearing on the agenda after"Item 10. Public Hearings", may be acted upon before 9:30 a.m. 7. Approval of Minutes — February 5, 2018 Briefing Minutes; January 23, 2018 Regular Meeting Minutes; February 1, 2018 Special Meeting Minutes. 8. Approval of Action Agenda: All items listed under the"Action Agenda" may be enacted by one motion unless a Commissioner or citizen requests an item be removed from the Action Agenda and considered as a separate item. 8.1 Approval of Warrants&Treasure Electronic Remittances Claims Clearing Fund Warrant#s $ Direct Deposit Fund Warrant#s 47544-47912 $ 637,311.12 Sala[y Clearing Fund Warrant#s 7003399-7003437 $ 910,195.61 Total $ 1,547,506.73 8.2 Approval of the Resolution replacing Resolution 595, to update the Public Works Road Department"Working for Others" policy required by WAC 136-50-054. 8.3 Approval to authorize Public Works to purchase a new pump for the Victor Lift Station for the North Bay Sewer System for $20,750, plus tax and freight. 8.4 Approval of the Puget Sound Industrial Center to Belfair Sewer Connection Project Work Plan. 9. Other Business (Department Heads and Elected Officials) 10. 9:30 a.m. Public Hearings and Items Set for a Certain Time- No hearings scheduled. 11. Board's Reports and Calendar 12. Adjournment Agendas are subject to change,please contact the Commissioners'office for most recent version. This agenda was last printed on 02/08/18 10:16 AM. If special accommodations are needed,contact the Commissioners'office at ext.419,Shelton#360-427-9670;Belfair 4275-4467,Elma#482-5269. Ocr 1C.., MASON COUNTY TO: BOARD OF MASON COUNTY COMMISSIONERS Reviewed: FROM: Jennifer Giraides Ext. 380 DEPARTMENT: Support Services Action Agenda DATE: February 13, 2018 No. 4.1 ITEM: Correspondence 4.1.1 State of Washington Department of Ecology sent a letter regarding North Bay/Case Inlet Water Reclamation Facility and Belfair Water and Wastewater Reclamation Facility. Attachments: Originals on file with the Clerk of the Board. cc:CMMRS Neatherlin,Shutty urexie, STA7F Clerk)Q� e O� v 6 v d — U 0 k� INH9� STATE OF WASHINGTON DEPARTMENT OF ECOLOGY PO Box 47600 • Olympia, WA 98504-7600 •360-407-6000 711 for Washington Relay Service • Persons with a speech disability can call 877-833-6341 January 26,2018 RECEIVED Mr.Randy Neatherlin ;. FEB 012018 County Commissioner I 411 N. 5th Street Mason County Shelton,WA 98584 Commissioners RE: North Bay/Case Inlet Water Reclamation Facility Belfair Water and Wastewater Reclamation Facility Dear Mr.Neatherlin: On January 23,2018,the Washington State Department of Ecology(Ecology)adopted chapter 173-219 WAC Reclaimed Water. As an existing reclaimed water facility permitted by Ecology,you are required to comply with this new chapter as of the effective date of February 23,2018.1 You may submit a written request for an extension to comply. Ecology may issue an extension for compliance to allow existing facilities a reasonable timeline to come into compliance or demonstrate compliance as required in the new chapter.You are not required to obtain a modification of your permit. If you have any questions or need assistance on requesting an extension,please contact your regional permit manager,Dainis Kleinbergs of Ecology's Southwest Regional Office at dk1e461@ecy.wa.gov or(360)407-7050. Please see the enclosure for additional information about this rulemaking.You can find the new chapter and related rulemaking documents on Ecology's reclaimed water rulemaking website at https://ecology.wa. o�gulations-Permits/Laws-ruies/Rulemaking/WAC-173-219-Junl4. Thank you for your continued efforts to protect Washington's water. Sincerely, 11 it 4&PAf Heather R.Bartlett Water Quality Program Manager 1 See WAC 173-219-040-Direct enforceability.(http://bit.ly/reclaimedwaterrule) BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of February 5,2018 9:00 A.M. Public Works—Jerry Hauth Utilities&Waste Management Commissioners Neatherlin,Drexler and Shutty were in attendance.City of Bremerton Public Works Director Chal Martin was also in attendance. • Subdivision of Public Works parcel on Highway 101/102 was briefly discussed. There was concern with the County Code and how the parcel can be divided. • Bid award for asphalt emulsion contract to Albina Asphalt of Vancouver. • Update Resolution No.595,"Working for Others"policy required by WAC 136-5. • Permission to purchase a Victor Lift Station pump for the North Bay Sewer System. • Bart Stepp provided information on recent testing of North Bay and Belfair Sewer Systems due to spills. The private property owner affected was not notified and Cmmr. Neatherlin requested staff to notify in the future. • Puget Sound Industrial Center(PSIC)discussion. In the Capital Budget$515,000 was awarded to plan and design a sewer collection system extension from the Puget Sound Industrial Center in Bremerton to the Belfair Water Reclamation Facility. There is also an interlocal agreement with the City of Bremerton that provides$1,000,000 over three years from the City to assist in the design process. A draft Work Plan was reviewed. There was discussion of getting buy-in from the Port of Bremerton.This sewer extension from the Belfair facility would service PSIC and private landowners along the way. The work plan includes a technical committee made up of agency staff and stakeholders and an executive committee of elected officials. The draft work plan will be placed on the agenda for approval. • Capital Budget award to the Ecology loan program for sewer construction project in downtown Belfair.This will need$750K match. Cmmr.Drexler asked if there would be REET funding available. Bart will bring forward additional information when received from Ecology. 10:15 A.M. BREAK 10:30 A.M. Community Services—Dave Windom Commissioners Neatherlin,Drexler and Shutty were in attendance. • North Bay Shellfish Protection District(SPD)draft plan including a boundary map was reviewed. At this time,a fee will not be requested as allowed under a SPD as the majority of the area is serviced by public sewer and funding has been requested from the South Sound group currently performing near term actions to implement the shellfish protection program. This is in response to a DOH downgrade of portions of North Bay commercial growing area in 2017. The boundaries will remain the same as created in Resolution 134-94. • Review of draft County Code establishing a Public Benefit Rating System.A joint work session will be scheduled with the Parks Advisory Committee and the Planning Advisory Commission on Wednesday,March 14 at 6 p.m. There was a question of how the priorities for Open Space will be determined. Paula stated that Chapter 2 of the Comp Plan addresses open space priorities and that can be used for guidance. The process was reviewed. • Dave reviewed his calendar. • Cmmr.Drexler again brought up her concern with buoy setbacks on private lakes. Dave will look into this. 11:00 A.M. Support Services—Frank Pinter Commissioners Neatherlin,Drexler and Shutty were in attendance. Board of Mason County Commissioners' Briefing Meeting Minutes Week of February 5,2018 • Oath of Inventory of equipment with a value of more than$5,000 due by March 1 to Auditor will be placed on the agenda this month. • Request from State Archives for Commissioner emails. These emails would not be screened for exemptions and the Commissioners declined the request. • Request to post&fill Secretary/Receptionist and Budget Manager positions were approved to move forward. Commissioner Discussion Commissioners Neatherlin,Drexler and Shutty were in attendance. • Cmmr.Drexler shared information from a WSAC meeting: they are asking for specific issues from counties for the Fish&Wildlife liaison. Participation in Growth Management meetings. Request of cost for implementation of ballot box issue. Risk Pool rates have potential for a 20%increase and concern was shared of having decision makers at the table at Risk Pool meetings when votes are taken. • Cmmr.Neatherlin noted that he is aware of other counties suing pharmaceutical companies and he could support WSAC litigation for this. At this afternoon meeting,the Board wants to hear from only elected officials and directors. Future meetings may be for only elected officials only. 11:45 A.M. Sheriff s Office—Chief Russ Osterhout Commissioners Neatherlin,Drexler and Shutty were in attendance. • Review of the Cooperative Law Enforcement agreement between the Sheriff s Office and the USDA Forest Olympic National Forest for a total of$5,000 of Title II funds. This will be used to pay deputy's overtime wages while they patrol specific areas in and around Olympic National Forest land near Lake Cushman. This agreement is in addition to another USDA Forest Service Olympic National Forest that has a maximum of $11,000. Cmmr.Neatherlin asked Chief Osterhout to request legal review of the agreement. BREAK—NOON 2:00 P.M. Elected Official/Department Head Meeting Commissioners Neatherlin,Drexler and Shutty were in attendance along with elected officials,directors and members of the public. • Frank Pinter noted that the 2018 budget detail is now posted on-line. • 2018/2019 budget outlook and cash flow was reviewed by Frank. For the 2010 to 2016 period,the average growth rates are:Revenue 2.1%;Expenditures 3.9%and actual expenditures were at 4.3%. There were budget reductions made in 2017 which have improved cash flow but cash is still at risk. Treasurer Lisa Frazier noted that in 2017 cash ended at a higher rate because there was no 13'b month. • Frank reviewed the implementation of the Washington Paid Sick Leave that was approved by Initiative 1433 in 2016. Mason County's Sick Leave Policy is amended to be in compliance with this new law. • Frank reviewed strategic planning and revenue brainstorming. The next step is to determine if there is a desire to develop a Strategic Plan to define priorities of government and establish budget sustainability. If so,define a timeline and a Strategic Plan Core committee. Cowlitz County's strategic plan will be emailed to departments/offices as an example.Lisa Frazier suggested we look at other counties process on how they formed citizen's committee. Assessor Peterson asked that we also ask those counties what did they gain from forming the citizen's committee. Sheriff Salisbury noted there was an advisory committee a few years ago and their suggestions were not implemented. Cmmr.Shutty stated it's important how the scope of work is developed for the committee and serves as an educational tool for the community. Jerry Hauth suggested including a timeline with the citizen committee's scope of work.Frank pointed out that a large portion of the process should be completed by the time the call Board of Mason County Commissioners' Briefing Meeting Minutes Week of February 5,2018 for budget is made. Cmmr.Drexler stated the County needs to close the gap between revenue and expenditure growth. She believes there are two questions—sustainability of the budget and government priorities. She would like to look at where the expenditure increases are and can they be sustained and how to determine the government priorities. • Treasurer Frazier questioned if the County can complete a strategic plan and develop a citizen's committee in 2018. • Cmmr. Shutty stated his priority is get a citizen's committee up and running and review the budget and then move towards a strategic plan. • Dave Windom stated a strategic plan helps to align the budget based on priorities and get a head of the curve and not be reactive. • There was discussion of where we want to go and how do we get there. • Cmmr.Neatherlin stated the Board is looking into a levy shift and that still wouldn't fix all the problems. • Cmmr. Shutty's vision for the citizen's committee is to have each elected official share their individual strategic plans and explain the decisions made. • Treasurer Frazier announced that 2018 taxes are certified and explained the levy increase. • No one objected to having these meetings bi-monthly. The next meeting is April 2 and 2019 budget process will be a topic. Commissioner Discussion—there was no discussion. Tuesday,February 6,2018 10:00 A.M. Executive Session—RCW 42.30.110(1)(i)Litigation Commissioners Neatherlin,Drexler and Shutty met in Executive Session for a litigation matter with Tim Whitehead,Chief Deputy Prosecuting Attorney,Risk Manager Dawn Twiddy,and Sheriff staff from 10:00 a.m.to 11:15 a.m. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS Kevin Shutty Terri Drexler Randy Neatherlin Chair Commissioner Commissioner BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS Mason County Commission Chambers, 411 North St' Street, Shelton, WA January 23, 2018 1. Call to Order—The Chairperson called the regular meeting to order at 6:03 p.m. 2. Pledge of Allegiance— Bill Wells led the flag salute. 3. Roll Call — Present: Commissioner District 1 - Randy Neatherlin; Commissioner District 2 — Kevin Shutty; Commissioner District 3 —Terri Drexler-Absent 4. Correspondence and Organizational Business 4.1 Correspondence 4.1.1 Washington State Liquor and Cannabis Board sent a liquor license application for Woodshed Bar and Grill 23698 NE State Route 3, Belfair. 4.1.2 State of Washington Department of Commerce sent a letter regarding the adopted 2016- 2036 Mason County Comprehensive Plan. 4.1.3 Economic Development Council of Mason County sent in their 2017 fourth quarter report. 4.1.4 United States Department of the Interior, Bureau of Indian Affairs, sent notices of applications filed by the Squaxin Island Tribe to have real property accepted"in trust"for Parcel Number's 31919-11-00030, 31919-11-00040, 31919-21-00090 and 31919-22-00070. 4.1.5 Joel (Glenn) Harper sent in an application for the Lewis-Mason-Thurston Area Agency on Aging Board. 4.2 Proclamation-The Great Kindness Challenge Staff: Cmmr. Neatherlin 5. Open Forum for Citizen Input— 5.1 Cheryl Williams announced the opening of Tax Aid sponsored by AARP. Tax Aid will do your taxes for free. Beginning February 3rd, they will be at the Shelton Library every Saturday from 10:00 a.m. to 3:00 p.m. and the Belfair Library every Tuesday from 10:30 a.m. to 3:00 p.m. and at the Shelton Senior Center Wednesdays by appointment only through April 15, 2018. 5.2 Annabelle Gammons announced that it is Girl Scout cookie time. She announced that they will once again be doing "Operation Cookie Drop"which sends boxes of cookies overseas to deployed members of the military. 5.3 Bill Wells proposed a resolution which would address Real Property conversions within the county. He then read through the proposed resolution, noting that this was sparked by the letter within the correspondence from the Bureau of Indian Affairs. 6. Adoption of Agenda - Cmmr. Shutty/Neatherlin moved and seconded to adopt the agenda as published. Motion carried unanimously. N-aye; S-aye; D-absent. 7. Approval of Minutes—January 16, 2018 Regular meeting minutes. Cmmr. Shutty/Neatherlin moved and seconded to approve the January 16, 2018 regular minutes as written. Motion carried unanimously. N-aye; S-aye; D-absent. 8. Approval of Action Agenda: 8.1 Approval of the contract addendum to the Bella Casa Cleaning Service 2018 contract updating the county's representative and the required insurance requirements. Cmmr. Shutty/Neatherlin moved and seconded to approve action item 8.1. Motion carried unanimously. N-aye; S-aye; D-absent. 9. Other Business (Department Heads and Elected Officials)-None 10. 9:30 a.m. Public Hearings and Items set for a certain time— No hearings. BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS January 23, 2018 - PAGE 2 11. Board's Reports and Calendar -The Commissioners reported on meetings attended the past week and announced their upcoming weekly meetings. 12. Adjournment—The meeting adjourned at 6:28 p.m. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON Melissa Drewry, Clerk of the Board Kevin Shutty, Commissioner Terri Drexler, Commissioner Randy Neatherlin, Chair BOARD OF MASON COUNTY COMMISSIONERS SPECIAL MEETING MINUTES 411 North Fifth Street, Shelton WA 98584 3 p.m., Thursday, February 1, 2018 1. Call to Order 2. Pledge of Allegiance 3. Roll Call-Present: Commissioner District 1 - Randy Neatherlin; Commissioner District 2 — Kevin Shutty; Commissioner District 3 —Terri Drexler 4. Actions to Consider: Adoption of an Emergency Ordinance for Interim Procedures to Determine Water Adequacy; Ordinance amending the Community Development Fee Schedule and set a public hearing on February 20, 2018 at 9:30 a.m. Dave Windom briefed the two ordinances and asked to schedule a hearing on February 20, 2018 to be within the 60 day requirements for compliance. He read through some language passed through ESSB 6091. In regards to the fee, he stated that there is a $500 fee. Mason County will keep $150 while the other $350 will go to the Department of Ecology. A slideshow was presented about the proposed changes. Cmmr. Drexler questioned how Ecology determined how many gallons can be used per day. Dave did not have an answer, but agreed to look into it at per Cmmr. Drexler's request. Cmmr. Shutty/Drexler moved to adopt the Emergency Ordinance for Interim Procedures to determine water adequacy and the ordinance adopting amendments to the Community Development Fee Schedules, and set a hearing for February 20, 2018 to comply with RCW 36.70.790 and RCW 36.70.795 which allows for the adoption of interim official controls as long as a public hearing is held within sixty (60) days of adoptions. Motion carried unanimously. Waye; S- aye; D-aye. 5. Adjourn- Cmmr. Drexler/Shutty moved to adjourn at 3:12 p.m. MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Jennifer Giraldes Action Agenda _X_ Public Hearing Other DEPARTMENT: Support Services EXT: 380 DATE: February 13, 2018 Agenda Item # (Commissioner staff to complete) BRIEFING DATE: BRIEFING PRESENTED BY: [X] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval of Warrants &Treasure Electronic Remittances Claims Clearing Fund Warrant #s $ Direct Deposit Fund Warrant #s 47544-47912 $ 637,311.12 Salary Clearing Fund Warrant #s 7003399-7003437 $ 910,195.61 Total $ 1,547,506.73 Background: The Board approved Resolution No. 80-00 Payment of Claims Against County: Procedure Authorizing Warrant Issue and Release Prior to Board Claim Approval. Mason County Code 3.32.060(a) requires that the board enter into the minutes of the County Commissioners the approval of claims listing warrant numbers. Claims Clearing YTD Total $ 2,894,225.57 Direct Deposit YTD Total $ 2,582,364.84 Salary Clearing YTD Total $ 2,845,637.51 Approval of Treasure Electronic Remittances YTD Total $ .00 RECOMMENDED ACTION: Approval to: Move to approve the following warrants: Claims Clearing Fund Warrant #s $ Direct Deposit Fund Warrant #s 47544-47912 $ 637,311.12 Salary Clearing Fund Warrant #s 7003399-7003437 $ 910,195.61 Total $ 1,547,506.73 Attachment(s): Originals on file with Auditor/Financial Services (Copies on file with Clerk of the Board) MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: John Huestis, Deputy Director/County Engineer Action Agenda DEPARTMENT: Public Works EXT: 207 COMMISSION MEETING DATE: February 13, 2018 Agenda Item # , BRIEFING DATE: February 5, 2018 BRIEFING PRESENTED BY: John Huestis [] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency: ITEM: Updating Public Works Road Department"Working for Others" Policy BACKGROUND: Pursuant to WAC 136-50-050, in order to be compliant with the Standard of Good Practice established by the County Road Administration Board (CRAB), the county legislative authority is required at a minimum to adopt written policies listed in WAC 136-50-051 through 136-50-055 to insure efficient and productive operations of the County Road Department. Resolution No. 595, adopted in April of 1976, accomplishes the requirement of WAC 136-50-054, establishing a policy regarding approval of work for other public agencies and county departments by the Public Works Road Department. Public Works would like to update the County Road Department Working for Others Policy (Resolution No. 595) with the attached resolution. RECOMMENDED ACTION: Recommend the Board approve the Resolution replacing Resolution No. 595, updating the Public Works Road Department "Working for Others" policy required by WAC 136-50-054. ATTACHMENT(S): Resolution Resolution No. 595 RESOLUTION NO. REPLACING RESOLUTION No. 595 ESTABLISHING A POLICY REGARDING WORK BY THE MASON COUNTY ROAD DEPARTMENT FOR OTHER PUBLIC AGENCIES AND COUNTY DEPARTMENTS WHEREAS, Chapter 39.34 RCW (short title: "Interlocal Cooperation Act"), provides for any power or powers, privileges or authority exercised or capable of exercise by any agency, political subdivision, or unit of local government of this state to be exercised and enjoyed jointly with any other public agency of this state, and jointly with any public agency of any other state or of the United States; and, WHEREAS,the Mason County Road Department has particular skills,expertise and/or equipment that from time to time may be beneficially extended to other agencies, political subdivisions, or units of local government of this state,to agencies, political subdivisions,or units of local government of other states,or to other Mason County departments; and, WHEREAS,the Board of County Commissioners of Mason County will accept requests for cooperative,collaborative,or collective work from other agencies, political subdivisions, or units of local government of this state,from agencies, political subdivisions,or units of local government of other states,and from other Mason County departments; and, WHEREAS, Chapter 136-50 WAC-Standards of Good Practice,Statutory Relationship Between County Engineer and County Legislative Authority,Adoption of Written Policies and 136-50-054 WAC, Policy Regarding Approval of work by the County Road Department For Other Public Agencies and County Departments, require the Board of County Commissioners to develop and by Resolution adopt a written policy regarding the approval of work for other public agencies and for county departments; NOW,THEREFORE, BE IT RESOLVED, County Resolution Number 595, adopted April 12`h, 1976, is hereby replaced. NOW,THEREFORE, BE IT FURTHER RESOLVED,that in consideration of the mutual benefits and advantages of intergovernmental cooperation,the Mason County Board of County Commissioners, hereby,establishes the policy and procedures for work performed for others as follows: POLICY: Work may be performed for other agencies, political subdivisions, or units of local government of this state,for agencies, political subdivisions,or units of local government of other states, and for other Mason County departments when,and not before, each of the following conditions and/or requirements have been satisfied: That an appropriate written agreement: (a) has been approved by the department head or county engineer(b) has been approved and executed by Mason County, as specified herein, and (c) has been approved and executed by the requesting agency; and, That such agreement shall precede any work done for others by the County Road Department; and,that all work will be reviewed by the department head/county engineer or their designee to ensure that the performance of the work will neither interfere with nor interrupt the Department's primary functions; and,that the work requested and the agreement approved conforms, in every aspect,to the State of Washington "Interlocal Cooperation Act". Page 1 of 2 PROCEDURES- Public Agencies/Interdepartmental: Public Agencies or other county departments requesting to have reimbursable work performed by the County Road Department shall submit an agreement, provided or approved by the County Road Department,to the department head/county engineer for review and recommended action. The agreement may be for a specific item of work or a general agreement may be executed for any work to be done during the term of the agreement. For work done during the term of the agreement,the general agreement shall be supplemented by individual requests for specific items of work. Individual work requests will be made by fax,email or letter and will be approved by the department head/county engineer or their designee. PROCEDURES-Authorization: Agreements will be approved by the Board of County Commissioners.Work requests covered by an approved agreement shall be approved by the department head/county engineer or their designee. PROCEDURES- Records: The County Road Department shall maintain all agreements for work requested by other public agencies and other county departments.All requested work under an approved agreement will be maintained with the original agreement to maintain complete fiscal records of the work activity. PROCEDURES—Filing: Agreement shall be filed with the county auditor or, alternatively, listed by subject on the public agency's web site or other electronically retrievable public source. PROCEDURES- Reimbursement: Charges for a project shall include the actual cost of labor and benefits, materials, and equipment rental. Indirect costs shall be included at the rate determined by the Mason County Road Department. The public agency or county department for whom the work has been accomplished shall reimburse Mason County by making payment to the Mason County Treasurer.The Mason County Treasurer shall deposit the funds in the County Road Fund. Said payment shall be mailed or delivered to Mason County within thirty(30) days following submission of the billing statement by the County Road Department. This RESOLUTION was approved and passed this day of 12018 BOARD OF COMMISSIONERS MASON COUNTY, WASHINGTON Randy Neatherlin, Chair ATTEST: APPROVED AS TO FORM: Melissa Drewry,Clerk of the Board Tim Whitehead, Ch. DPA Page 2 of 2 2tAcS01 co `ca*xssla'ORS.i'im * "Id.:.-4 sT..TEHEFT dr.)7L..t`ic .Yiork liar C`ounity Road Depar#naeiat for 00ar C;auers eeiitai. 4Cti * Dkgencics ._ . aep Woeq , ;MUMU, it is the policy of the Board of a*ox Crnura£ssxnae s of liasnzr.Cdiir�tyt thfpng}7t tliq Road Departwmt to perform work far atter publid a'ea►cies aiw.boles: r t3asoA c6Upty.de&Xtzaent4 wiien!'auch tsork does tot Ifiv-rrapt t,s c9uptyE itoad bepa taenit:s wgriE.adiednla,atid �a not in conflfc i trick`pity&te:;eaterorise: ctt etfo s related; work and uben•_such:vork is, in the public Otterest a4d'welf-2ra, §tud, VWMF.�9,1: sncli work;to iti.accordanc8 to 8CW 33.77.020, `83Qy SN►Q, 6j.7$.2�.: .. $G 39,3a and. ►C 136.32 5tapdards of and praet#xe.;'Col+ R4&.,i+,dminfstratiau$bazr ond . L *n3<otiier•.appropriete leg3sl�t�ve>egiii$e3aeuts row, T4 fam" 'AA IT 1tES`QpvI 3:that A.pgflder sattiri$: drl st raquirern sbs .to be het aisd.-procedures.to be:falloved- is ieseby adoptedas follows, Won RR ' PUB3:T[ AGENCIES' , d;i:aiipropzate ittteti:;agreei}t:in trpfeate.approved by the legsletiste_.,ltddlas :ofWth the CouhtjAdd tbe;rte""tjAX at$anty-sliall precede'aayr•sr6ri. by i$ County+ Road' -DAPArtment for dhe..agency, S#th agreement may be far x specific its a trofk-a d/ox- 01y park during a specifit&peTW4 of:tirue,_or':it may be a general agreement £or' a - Laxig time period to be puppl4raented'by indiyiduaL.requeses'"for specific tei ,of Tion:; �t}iut�!br?F is ze�iteste die;p$enac shall saltmit::tiie_YSueG,om form provided iA:tripl3catg. &.+d fj e8. ;a.d 'k t nt of. regiiestiri�:ageit q•..•. $n � esi�aad ee �- .. i*2 Cptm�._$zagineer' ant"sgrixed Cak selieslu3e snd acco�olis_� spdai�to itecis of . i Vtlkk`when sugh Waris is iii A c;oraaOaavttb.air egreemen~ pfeviouslc a pPriuesl 59 the agency.arid,by tii $;tasd as x goired'by kadiC:1;36,31,:.txcept as mar be nod f3 ed sir; . o ze in restrictAd u e"r app'.8lxecix4 .agreemeo k tmdksc A&ic:k t act t 8oazd shell to .: it item eutrnttJr f6t appxorta3t, JUDPX FM (DIRT t_cpJNFY -DEPART49,24 3�lreriea�er.� deps�Yttaeaat i�f t'ae:tiogiit� $eBize� !tro>:,4 t� #ag ptsX'fvzr�e8 byF.C�e,taunt;;: road deFa>tiaeat;,, t*.dgpartm4AttEAt SuUa t:a ..riLte s acetaiest ibi :th'a E4tSia eiigiaeer,. deocril'" tke*tach re4uested,.i Ognc3,a�l cot siderar:oas, end time fon pertfartaiinc� ar. tcianpletii4o� a e©aint eng iseO sball.exao" zbe xetp;s t attac?.:subait,x:G to tha.ha d q= rasps;*eca ias cssc +dick+ ti� zeemi enAttiom "d cv aeiits iris tYnai`sS shad Yzi i&iting eithek approve, eoWy'yr disapprove said.sgquest,` A?1'such woYk ppx6rned, bu[t y the'cotg xoad-depa tniettt for 41h&On bgh*4 etf p:ther departments of the county < shall be tan.g.rei;Aursable. cost_basis is accordance yitk.aeras set Atli in the requet;.t and approved by the board. . - RECt78D5. ' The:e~oanty engineer sha11 maintain appropriate rRcoFds'of all agreement's fot work Yegaested by other<..public agencies and of ail_appioved nterdepartmental,requests, 'lie.: #'ha1l.:keeep complete::fiscal records, of all such Work in the Baine manner as prescribed for normal`road department activity; Docbi NTATmN 3 County Road Admin s"t�on ward,corms 10,I and 1%appended.hereto 'as.,modified and,approved: by Tiason County will bt ise*41. ADQYT6B thiaL_h•t! day! of BOARD of COWM, C Svb9* Ift ' IitiXK7 CAiINM IWASIMOV N; s. ATTEST: Audi�tbr and C.larIk of: the Board; UQl}EST TO THE,COUNT!$OAQ.QEPARTW4T , FOR t MMPURsAI"-*oRX To The County Eepseerc Pursuant to ceoga of an AS7!wew."cew ihe.County aod.- •y - c tadopced:sad spQroredon .:'..'.- _ 'tke.tiaders4scd h0ebylequesis the county to i • •per(erm,the ,o&.luted-hdow ai a time and in a mniaei.ionvenicat to dies codory. The undcrsigoca , furtber regoesis•t4t tile.work be completcd no laid ibar. and he ebj gosrrnteea.:reimLucsewea[ovthe county For all.warlt doss:ap ao.a.im l .m of (use ttiFs>fyae's to,deserrbe Wprk.'to.be done} ' :All terms o{sad wdreeoeoi ahad:appl][wi[4 t6e.lotlawiag.e:eeptivnss. . 3 , Ufa exceptions i)say) j 3 S1GNkTURE ._ To Ur Board of County Cm missbecri* t..U—m etaiaiaed 44 abo;4 iegaesi aqd sake sbe following rim"meadatians3 Action of the Eo.td of Cossly CobusR sidaetft: Dare • {] The.cnginecr's rcetimseadayou ishereby.igpcowaL .. (❑ The ca#ieeer's recumncendaiion is disapproved oraaddifiadss foaowsr Aatest:. ROAM.PF COWft C.QXXISSKMPS OF CDUNTY,WASH. C� ^� wA4 . •. "1�Alla•MCJ:•• r ' ou-z��tiirwr+.ii►�r'v+i�`:roti"�'fb'(ta�dnts.�o,....,,...,..alre:..r..»d nuua$.s +ioW}Lv}sutixapacan sonsiad.wa,t�[a�ws�.B.aE�ui[ai Ovidip - .. 'nsiif tae sa;G1;igelj Lrrtwie(astp�Cinwo)--,-.-rr •T'-'� ';..86 tats.i�9aY+Wai*��mj _.. 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"toj aLOJdud�,aq jtr;""'•" •"^-.• ' jo't++amta.daQ saasts;patprn aq� >oj tjso7� ?uiewj»d ,ifn6o1 aqr;�o:piaala:laoSPjdOt's:Hy.. , MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Bart Stepp, Deputy Director/ Utilities and Waste Mgmt. Action Agenda DEPARTMENT: Public Works EXT: 450 DATE: February 13, 2018 Agenda Item # BRIEFING DATE: February 5, 2018 BRIEFING PRESENTED BY: Bart Stepp, Deputy Director/ U&W Management [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Victor Lift Station Replacement Pump BACKGROUND: One of the pumps at the Victor Lift Station for the North Bay Sewer System has failed. Northwest Motor Service inspected the lift and found that the windings have burned up, requiring the pump to be replaced. The cost of the new pump is $20,750 plus tax and freight. Payment will be applied to the North Bay Sewer Fund #403. RECOMMENDED ACTION: Recommend the Board authorize Public Works to purchase a new pump for the Victor Lift Station for the North Bay Sewer System for $20,750, plus tax and freight. Attachments: Victor Pump Quote Victor Pump Curve l (� NORTHWEST Quote MOTOR Attn cc Quote • - SERVICE Bob Choate RQ2676 Phone: Fax: Job Number P.O. Box 722 1 LONGVIEW.WA 98632 (360)425-87001 NWMOTORSERVICE.COM (360)427-9670 x457 (360)427-7772 x R3021 �Customer Information Ship To Information Quote Date: 12/14/2017 Mason County Utilities &Waste Mgt Mason County Utilities&Waste Mgt Customer ID: 1390 100 W. Public Works Dr 100 W. Public Works Dr Quoted By: Carl McClure SHELTON, WA 98584 SHELTON, WA 98584 RFQ#: - Salesperson: David Olinger Terms: Net 30 Nameplate . . Ship Via:restway ID M3210 Frame 220t Make Fairbanks Morse Enclosure T1 — Model 184919-0 Rated V. 460 HP/KW 10 Rated A. 15 RPM 175 Reason For Work:customer brought in 10 hp Fairbanks Morse pump for evaluation Cause of Failu -Windings are burned up. Required Work:AC Recondition Work Scope: Disassemble and inspect all parts. ( Impeller wore.) Measure all mechanical fits. Electrically test windings. (Windings are shorted.) Rotor shaft is bent and will need to be replaced. Brand new Fairbanks Morse replacement is being offered. $20,750.00 PLUS FREIGHT 9-11 weeks WEEK LEAD TIME. New Replacement Unit(s) Lead Time Total Price 9-1 1wks. 20,750.00 10HP Fairbanks Morse Quotes Do Not Include Sales Tax or Freight, Unless Otherwise Noted. Please send your order to sales@nwmotorservice.com. We Are not Responsible For Items Left Over 30 Days. Quote is valid for 30 days. SIGNATURE: DATE: PRINT NAME: PO# (If not yet issued) Quote NORTHWEST MOTOR Attn cc Quote Number SERVICE Bob Choate RQ2676 Phone: Fax: Job Number P.O.BOX 722 1 LONGVIEW,WA 98632 (360)42S-8700 I NWMOTORSERVICE.COM (360)427- x457 (360)427-7772 x 113021 Customer • • • To Information Quote Date: 1 211 412 01 7 Mason County Utilities&Waste Mgt Mason County Utilities&Waste Mgt Customer ID: 1390 100 W. Public Works Dr 100 W. Public Works Dr Quoted By: Carl McClure SHELTON, WA 98584 SHELTON, WA 98584 RFQ#: Salesperson: David Olinger Terms: Net 30 SIGNATURE: DATE: PRINT NAME: PO# (If not yet issued) 5400 Solids-Handling Pumps 92 Performance 380 - - - 5413 180 40 _ i cn VERTICAL FOR FLEXIBLE - - - r - ' Z SHAFTING � -.,.__. .. __._ L..__.._ ..._ ___ . _.__. 160 Q b. i 5423 HORIZONTAL 140 71 i 5433 I ' VERTICAL 120 BILTOGETHER w _ _ a -- -,- - --E------- w - - _ 5433M&W z 100 SUBMERSIBLE — 5443 VERTICALCLOSE Q 80 COUPLED ~O 1775 RPM ~ 60 ! - _ _�._ NO.OF VANES 2 r i SUCTION SIZE 40 1 _ _ _ 5423:3° t .t OTHER:3"OR 4" r - 20 40 IMPELLERT3CIA INLET AREA 20 CL = 23.52 SQ.IN. i m MAKSPHERE 2" _ 1 0 0 80 160 240 320 400 480 560 640 720 800 880 960 US GPM MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Bart Stepp, Deputy Director/ Utilities and Waste Mgmt Action Agenda DEPARTMENT: Public Works EXT: 207 COMMISSION MEETING DATE: February 13, 2018 Agenda Item # BRIEFING DATE: February 5, 2018 BRIEFING PRESENTED BY: Bart Stepp [] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency: ITEM: Puget Sound Industrial Center to Belfair Sewer Connection Project work plan BACKGROUND: Mason County has been awarded state funding in the amount of $515,000 to plan and design for a sewer collection system extension from the Puget Sound Industrial Center (PSIC) in Bremerton to the Belfair Water Reclamation Facility. The City of Bremerton has committed through an interlocal agreement with the County to provide $1,000,000 over the next three years to assist in the design process of this project. This project will require collaboration between the County, City of Bremerton, Port of Bremerton, and other stakeholders like property owners. Attached is a work plan that County and City staffs put together laying out the groundwork of how this project will proceed. The County will be the administrative lead, but the decisions made as this project moves forward will be a group effort between agencies and other stakeholders. The work plan includes a technical committee made up of agency staff and stakeholders and an executive committee of elected officials. These committees will meet as needed to move the project forward. The City of Bremerton will be discussing this plan at their Council meeting on February 21st. BUDGET IMPACTS: The Work Plan identifies how the $1,515,000 that has been allocated for this project will be spent and approved. The $1,515,000 is a combination of state and City funds that will be used for paying consultants to plan and design the project. County costs would include staff time and other incidental expenses to manage the project. Most staff time would be from the Public Works Director or Deputy Director/Utilities and Waste Management RECOMMENDED ACTION: Recommend the Board approve the Puget Sound Industrial Center to Belfair Sewer Connection Project Work Plan. ATTACHMENT: Work Plan PORT OF d DATE: JANUARY 22, 2018 PROJECT: PUGET SOUND INDUSTRIAL CENTER TO BELFAIR SEWER CONNECTION PROJECT SUBJECT: WORK PLAN PART I: GOVERNANCE AND OVERSIGHT Executive Committee During the course of this project Mason County, the City of Bremerton, and the Port of Bremerton will have Executive Committee meetings, as necessary, to discuss the project status and determine steps to moving forward. The progress of the project through pre-design, design, permitting, and construction will vary, so meetings will be set to accommodate project needs. Executive Committee members will be the Mason County Public Works Director, District 1 Mason County Commissioner or designee, City of Bremerton Public Works Director, City of Bremerton Mayor or designee, Port of Bremerton Chief Executive Officer, and Port of Bremerton Commissioner or designee. These meetings will not be the same as the Technical Committee meetings, although technical committee members may attend Executive Committee meetings. Only the elected official from each agency or their designee will be allowed to vote on any decisions made at these meetings. Project Administration The approved interlocal agreement between the City of Bremerton and Mason County designates Mason County as the administrative lead for the project design. The Deputy Director/Utilities & Waste Management for Mason County will be the project manager for the County. The Deputy Director is responsible for: 1) Coordinating with other agencies and scheduling meetings 2) Bringing information and agreements to the Board of County Commissioner's (BOCC) as needed 3) Leading the RFP review and selection processes for consultant(s) with assistance from the technical committee 4) Reviewing consultant work and approving consultant invoices for payment 5) Providing appropriate public outreach and/or informational public meetings with the goal of ensuring the entire project is managed in a transparent way 6) Preparing budgets for the project and presenting them to the BOCC and other agencies as needed 7) Submitting payments and other documentation for state funding and reimbursement by the City of Bremerton 1 I Page Technical Committee A technical committee will be created to steer the design and construction process to completion. The committee will be made up of the following members: • Mason County Deputy Director/Utilities & Waste Management or designee • City of Bremerton Project Manager or designee • Port of Bremerton Representative • Impacted property owners • Other representatives as needed (WSDOT, DOE, WSDOH, etc.) The technical committee will be responsible for issuing RFPs, reviewing and selecting consultants, and reviewing all work created for this project. Any decisions that need to be approved by the Executive Committee will be reviewed and agreed upon by the Technical Committee first. Project decisions that do not need Executive Committee approval will be reviewed and agreed upon by the Technical Committee before submittal to any outside agencies. The County, City, and Port may have more than one representative attending and participating at the meetings, but all key decisions will only have one vote each for Mason County, the City of Bremerton, and the Port of Bremerton. Consistent with the Interlocal Agreement, consensus between Mason County and the City of Bremerton is required for all substantive decisions. PART II: IMPLEMENTATION TASK NO. 1— Design Report and General Sewer Plan Amendment The current Belfair General Sewer Plan does not identify PSIC (Puget Sound Industrial Center) as part of the potential Belfair Sewer System service area. The first work product for this project will contain two primary deliverables: 1) a design report and planning-level cost estimate that will validate the concept envisioned in the interlocal agreement, and 2) a combined general sewer plan amendment report that will be submitted to the Department of Ecology for review and approval. This report will also form the basis for the NEPA/SEPA process. All environmental and administrative processes associated with the PSIC to Belfair Sewer Connection Project must adhere to federal processes to ensure the project is eligible for federal funding sources. Once this document has gone through NEPA/SEPA and been approved by Ecology, final design for the project can begin. Steps for Task 1 include: 1) Create draft consultant RFP for work—Deputy Director 2) Review draft RFP—Technical Committee 3) Public outreach of draft RFP; coordination with PSIC property owners—Deputy Director 4) Approve final RFP—Technical Committee 5) Issue consultant RFP and receive proposals—Mason County 6) Review RFPs, interview consultants, and rank consultants—Technical Committee 7) Approve consultant selection — Executive Committee 8) Negotiate selected consultant scope and contract— Deputy Director 9) Approve Consultant Scope of Work and Price— Mason County and City of Bremerton 10)Work with consultant on design report, planning-level cost estimate, and combined general sewer plan amendment—Technical Committee 2 1 P a g c 11) Identify proposed project alignment, including alignment through private property and Port-owned property—Task 1 Consultant &Technical Committee 12)Approve deliverables—Executive Committee 13)Submit final report to Ecology for approval and SEPA to Mason County and City of Bremerton — Deputy Director TASK NO. 2—Completion of Final Design Plans and Specifications Task 2 can begin once Task 1 is completed and approved. Substantial coordination with WSDOT's Belfair Sewer Bypass project is envisioned at this point. Ideally the completed and approved plans would be incorporated into the bypass project through an interlocal agreement between WSDOT, Mason County, and the City of Bremerton. The design consultant for Task 2 would not necessarily be the one completing Task 1, but the project agencies reserve the option of contracting with the Task 1 consultant if they feel that is best for the project. The plans would also need to go through all the necessary permitting by local, state, and federal agencies. Steps for Task 2 include: 1) Create draft consultant RFP for work— Deputy Director 2) Review draft RFP and approve final RFP—Technical Committee 3) Issue consultant RFP and receive proposals—Mason County 4) Review RFPs, interview consultants, and rank consultants—Technical Committee 5) Approve consultant selection —Executive Committee 6) Negotiate selected consultant scope and contract—Deputy Director 7) Approve Consultant Scope of Work and Price—Mason County and City of Bremerton 8) Work with consultant and WSDOT on final design—Technical Committee 9) Approve final design —Technical and Executive Committee 10)Submit final plans and specs to appropriate agencies for approval — Deputy Director TASK NO. 3 —Construction Financing The capital budget appropriation and the City of Bremerton's allocated funds should be sufficient to complete Task 1 and 2. Additional funding will be needed for construction. Task 3 is focused on securing enough funding to complete construction of the project. Task 3 has already begun and will continue as Tasks 1 and 2 are on-going. Steps for Task 3 include: 1) Make recommendation on construction administration —Technical Committee 2) Identify potential construction funding sources—Technical Committee 3) Review and make recommendations on potential funding sources—Technical Committee 4) Approve project funding types—Executive Committee 5) Complete necessary funding applications—Technical Committee 6) Approve all funding applications— BOCC and Bremerton City Council 7) Submit all approved funding applications— Deputy Director 8) Supply supplemental information as needed to funding agencies—Technical Committee 9) Complete necessary paperwork for awarded funding—Mason County TASK NO. 4—Project Construction (WSDOT Bid) Task 4 assumes Tasks 1, 2, and 3 have been completed. This task assumes that the project would be bid in conjunction with the Belfair Bypass Project so WSDOT would be the lead agency for the contract. Task 4 steps would be: 1) Approve interlocal agreement between WSDOT, Mason County, and City of Bremerton on construction of project—Mason County BOCC and Bremerton City Council 31Page 2) If a Construction Consultant is to be hired complete RFP and hiring process—Executive and Technical Committee 3) Submit approved plans and specifications to WSDOT for inclusion into their project— Deputy Director 4) Assist WSDOT with any bidding questions— Deputy Director and Design Consultant 5) Review sewer project portion of bids—Technical Committee 6) Make bid recommendation (if needed)—Technical Committee 7) Approve sewer portion of construction bid — Executive Committee 8) Review contractor submittals and schedule—Technical Committee and/or Construction Consultant 9) Complete construction inspection — Local agency representatives or Construction Consultant 10)Approve contractor invoices—Technical Committee or Construction Consultant 11)Approve contractor work— Executive Committee Note: If the construction of this project is accelerated ahead of the Belfair Bypass Project construction, Task 4 would need modification. Task 5: Business Plan Formulation A business plan will need to be developed to address the issues listed below, and likely additional issues as well. It is anticipated that the Task 1 Consultant will be assigned this task: 1) Ownership of system components 2) Operational responsibilities 3) Maintenance responsibilities 4) Estimate of expected system revenues and expenses 5) Timeline estimate for system buildout 6) Assignment of revenues and expenses to system owner(s) 7) Develop draft business plan —Technical Committee 8) Approval of draft business plan — Executive Committee 9) Finalize business plan —Task 1 consultant 10) Implement business plan — Executive Committee and appropriate legal instruments adopted by legislative/governing bodies of Mason County, the City of Bremerton and the Port of Bremerton (if indicated) 4 1 P